Administrative Assistant, Big Brothers Big Sisters, New York, NY

Administrative Assistant (part-time)

Posted on: January 9, 2015
Posted by: Big Brothers Big Sisters

QUALIFICATIONS

Education: Bachelor's Degree preferred

Experience: Administrative background. Database and file management. Able to write letters and other documents concisely.

Skills: Excellent computer, (Word, Excel), organizational, communication, and interpersonal skills. Must have excellent attention to detail and ability to extract and review data for accuracy.

RESPONSIBILITIES

• Update records on a routine basis, typing, filing, copying, faxing, writing letters
• Organizing and tracking proposal and grant deadlines
• Able to multi-task, prioritize work and be attentive to detail in a fast-paced environment.
• Reliable, flexible, with sound judgment and good teamwork skills.
• Perform other duties as assigned.

HOW TO APPLY

Please send cover letter and resume to bbbsresume@bigsnyc.org specifying 'Part-time Administrative Assistant' in the subject line. Note: resumes without cover letters will not be considered. No phone calls please.

Big Brothers Big Sisters of NYC is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability with respect to employment opportunities.EO/AA Employer. No phone calls please.

Administrative Assistant, Crittenton Women's Union, Brighton, MA

Administrative Assistant

Posted on: October 24, 2014
Posted by: Crittenton Women's Union

WHO WE ARE

As a leading nonprofit innovator that combines program delivery, independent research, and public advocacy to help lift low-income women and their families out of poverty, Crittenton Women's Union (CWU) offers a wide range of rewarding career opportunities. When you join CWU, you become part of deeply committed team that serves between 1,100 and 1,500 people annually through its mobility mentoring, housing, education, and workforce development programs.

Crittenton Women's Union is a high-performing and innovative organization whose work is achieved through the fundamental values of inclusiveness and diversity, mutual respect, support, and learning.

Position: Administrative Assistant for Supportive Housing and STEPS Scattered Sites Program

Hours: Monday-Friday, 8am-4pm

DUTIES & RESPONSIBILITIES

The Administrative Assistant is responsible for administering all activities required to maintain and enhance the operations of the Supportive Housing and STEPS Scattered Sites programs. Responsibilities include, but are not limited to: establishing and maintaining relationships with property managers/landlords regarding maintenance of apartments, maintaining leases, overseeing furniture and apartment supplies; and, providing administrative support to the management team such as, assisting with housing search activities, development of and participation in workshops/groups that promote focus on guest well-being and self-sufficiency, data management, and general clerical work. The goal of this position is to ensure efficient operations in order to obtain program and organizational goals. This position is non-exempt.

KNOWLEDGE, SKILLS, ABILITIES

• Strong computer and Microsoft Suite skills; Word, Excel, and Powerpoint.
• Strong organization skills and attention to details.
• Strong verbal and written skills.
• Ability to work effectively with others in a diverse environment with a focus on quality customer service.
• Strong problem solving skills and decision making.
• Ability to work independently with assignments achieving timely completion.

EDUCATIONAL QUALIFICATIONS

• High School or GED is required; some college is preferred.
• At least two years of full time or equivalent part time, secratarial experience with a strong knowledge of Microsoft Office Suite.
• Ability to perform simple arithmetic functions.
• Access to a reliable car.

PHYSICAL DEMANDS/WORKING CONDITIONS

• Requires prolonged sitting, some bending, stooping and stretching and ability to lift up to 25 pounds. 
• Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. 
• Requires normal range of hearing and eye sight to record, prepare and communicate appropriate reports. 
• Work is performed in the community and in an office environment. 
• Work may be stressful at times.

HOW TO APPLY

To be considered an applicant for this position, please complete the online employment application:

https://home.eease.adp.com/recruit2/?id=1594761&t=1

Executive & Administrative Assistant, Equal Rights Advocates, San Francisco, CA

Executive & Administrative Assistant

Posted on: September 20, 2014
Application deadline: September 26, 2014
Posted by: Equal Rights Advocates

Seeking an experienced and tech-savvy candidate to provide administrative, operational, and program support to the Executive Director and other departments at a vibrant legal non-profit organization that advocates for women and girls. This position pays $20-25/hour DOE with the opportunity for permanent and salaried placement (with benefits) after a probationary period.

DUTIES & RESPONSIBILITIES

• Assist Executive Director with daily administrative duties, including accounting, and managing Executive Director's calendar;

• Serve as primary liaison to the ERA Board of Directors, coordinating communications, scheduling meetings, and performing administrative/secretarial duties;

• Provide administrative support to various ERA departments;

• Must be capable of opening office by 8:55 a.m. each day;

• Responsible for daily office operations (processing mail, maintaining supplies, overseeing equipment, and other duties as assigned);

• Assist with technical needs of office and coordinate with outside vendors;
• Create and update documents and spreadsheets (typically advanced level MS Excel and MS Word required)
• Assist with special events, both internal and external, as needed;
• Assist ED with various human resources functions, including office orientations for new staff, volunteers and interns;
• Assist Development, Finance and Legal Departments with special projects as needed.

QUALIFICATIONS

• Minimum three years relevant and stable office experience;

• BA or equivalent; bilingual in Spanish and English a plus;

• Legal experience is a strong plus, as is experience assisting ED and/or Executive Board of a non-profit organization;
• Advanced skills in MS Word, Excel, Powerpoint and Outlook;

• High comfort with office systems and technology; experience handling technology needs of small office;
• Intermediate database skills in Access or Filemaker Pro or Raiser's Edge a plus;

• Highly organized and punctual;

• Excellent written and verbal and communications skills;

• Ability to interact professionally with coworkers, Board members, and members of the public;
• Ability to problem-solve, demonstrate sound judgment and maintain strict confidentiality;
• Ability to work under pressure in a busy environment and willingness to learn new things and take on challenges;
• Operate multi-line phone system, office equipment including copier, fax machine, mailing machine, computer;

• Unimpeded use of upper extremities and ability to lift up to 30 lbs.

HOW TO APPLY

Please submit a cover letter, resume, references, and (optional) 2-page maximum professional writing sample to the attention of Noreen Farrell at info@equalrights.org. No calls please. Position open until filled, so apply immediately. ERA is an equal opportunity/affirmative action employer and actively recruits women, people of color, persons with disabilities, and LGBTQI individuals.

Administrative Assistant, Crittenton Women's Union, Brighton, MA

Administrative Assistant

Posted on: July 23, 2013
Posted by: Crittenton Women's Union

GENERAL SUMMARY OF DUTIES

The Administrative Assistant for the Healthy Families Program is responsible for administering activities required to maintain and enhance program operations. Responsibilities include but are not limited to: administrative and program support, service coordination, and data and office management. The goal of this position is to ensure efficient operations in order to maintain program and organizational goals.

ESSENTIAL DUTIES OF THE POSITION

ADMINISTRATIVE SUPPORT: Provide administrative support to the Healthy Families team including special and routine projects, which include, but is not limited to: data collection, recordkeeping, data entry, photocopying, file organization and maintenance, processing of invoices, and other clerical work as needed. Assists with phone surveys, written participant satisfaction surveys, and participant focus group. Collects and aggregates data based on feedback from program participants. Reviews and updates immunization records for children in the HF program. Assists with putting together advocacy materials.

SERVICE COORDINATION: Serves as primary contact for referral sources and new referrals, including: Reaching out to new referrals by phone, mail, and email; Keeping a contact log; Maintaining communication with referral sources. Researches resources for participants' referral needs and ensures timely follow up with participants.

DATA MANAGEMENT: Manages and improves data collection systems and procedures to insure timely reporting for internal and external use; reviews data to identify issues and trends which affect program operations, service delivery and marketing; maintains departmental databases and other resources.

OFFICE MANAGEMENT: Organizes the Healthy Families office to insure optimal utilization of space and resources; Processes donations and purchases; Manages and monitors equipment maintenance and training to insure cost effective, quality operations and service delivery; Ensures that the office is always kept clean, orderly, and well-functioning.

MISCELLANEOUS: Performs other tasks as required to support and maximize the programs and services of the Crittenton Women's Union.

KNOWLEDGE, SKILLS & ABILITIES

1. Ability to work independently, being proactive in identifying problems and finding solutions.
2. Ability to communicate effectively, both orally and in writing with co-workers, participants, and CWU Partner organizations.
3. Strong organization skills.
4. Ability to understand and follow specific instructions or multi-step procedures, perform simple mathematical computations, and code or complete routine documents and forms. Attention to detail is a must.
5. Ability to create, compose, and edit simple written materials.
6. Word processing and data processing skills.
7. Ability to maintain confidentiality of records and information.
8. Records maintenance and filing skills.
9. Receptionist skills including a pleasant phone manner.
10. Skill in the use of basic office equipment.

EDUCATIONAL AND OTHER REQUIREMENTS

A High School Diploma required; Associates degree preferred; 1-3 years of administrative assistant experience preferred; ability to type at least 40 words per minute; good understanding of Microsoft Office suite; bilingual in English and Spanish a plus.

PHYSICAL DEMANDS/WORKING CONDITIONS

Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eye sight to record, prepare and communicate appropriate reports. Work is performed in an office environment. Work may be stressful and fast paced at times.

HOW TO APPLY

Visit https://home.eease.adp.com/recruit/?id=1177281

Executive Administrative Assistant to CEO, Alternatives for Girls, Detroit, MI

Executive Administrative Assistant to CEO

Posted on: July 1, 2013
Posted by: Alternatives for Girls

QUALIFICATIONS

Bachelor's degree in business administration or related field and 5 years of administrative work experience required. Proficiency using MS Word, Outlook, Excel, database maintenance, and internet usage required. Effective reasoning, verbal and written communication skills required. Must possess interpersonal skills sufficient to effectively communicate with Board of Trustees, staff and public. Project management experience a plus. Valid Michigan driver's license required.

ESSENTIAL DUTIES

1. Provide confidential administrative support to CEO in the ongoing operations of the executive office, performing duties assigned, including processing confidential correspondence, reports, scheduling appointments, etc.

2. Coordinate, prepare and distribute materials for the board of directors and select board committees, such as meeting notices, meeting minutes, agenda and supporting information; host and coordinate meetings.

3. Organize and maintain CEO's files and organizational archive files.

4. Coordinate travel arrangements for administrative staff as needed.

5. Handle CEO communications, including mail processing, answer telephone inquiries route calls, mail, and e-mail as appropriate.

6. Staff and/or serve on agency and board committees as assigned.

7. Coordinate CEO's schedule using MS Outlook; set, confirm, reschedule appointments as needed, provide necessary documents to CEO in advance of meetings, etc.

WORKING CONDITIONS

1. Work involves sitting for 70% of work time. Ability to stoop and bend to file records.
2. Must have reliable transportation and good driving record, as driving errands are sometimes required.
3. Position involves the ability to work flexible schedule including weekends, evenings and early morning.

Employment type: Full time

Salary details: 15.00 - 17.92 Hourly depending on experience

Benefits: Generous benefit package

HOW TO APPLY

Please send resumes to:
Stacey Elliott, Human Resource Manager
903 W. Grand Blvd
Detroit, MI 48208
E-Mail: humanresources@alternativesforgirls.org
Fax: (313) 361-8938

Administrative Assistant, Dominican Women's Development Center, New York, NY

Administrative Assistant

Posted on: June 21, 2013
Application deadline: July 19, 2013
Posted by: Dominican Women's Development Center

DESCRIPTION

Under the direction of the Early Head Start Director is responsible for intermediate administrative support to the Early Head Start Program. Major tasks includes the coordination of data collection, program assessment, program evaluation and generation of reports and related documents. Maintains appropriate filing systems for program data and information both manual and electronically.

QUALIFICATIONS

Associate degree in secretarial science with a minimum of one year of professional experience providing services in a community-based setting. The position requires computer literacy; the ability to work with the public and program participants; ability to communicate with Latino families; excellent interpersonal skills; ability to work independently and as a member of the team. Must be fully bilingual and cognizant and sensitive to multi-cultural issues.

DUTIES & RESPONSIBILITIES

► Operates a PC to view, enter, edit, format, revise, print, process and distribute information and plans. Creates and produces a variety of written materials for the program such as correspondence, manuals, contracts, charts, reports and records.
► Operate reception area greeting families, answering telephone, copying, filing, ordering supplies, maintaining petty cash accounts, and performing other clerical duties as required by the Program Director.
► Coordinates, documents and tracks pertinent data to meet the information and reporting needs for the program, evaluates the reporting/record-keeping requirements and recommends the best means of tracking data, gathers data and calculates information for the early childhood program.
► Gathers and complies data from a variety of sources, determines the most appropriate information source and researches program documents to locate specific information; completes forms/documents according to established instructions.
► Plans, arranges and coordinates specific meetings, events, operational meetings, conferences or other group events; anticipates needs, puts together the necessary information, copies, material/equipment needs and ensures readiness in advance of the activity.
► Completes other tasks as directed by the program director to meet the organizations' mission and goals.

HOW TO APPLY

Send resume and cover letter EHS Staff to ltorresdwdc@gmail.com or by fax at 212-994-6065

Administrative Assisant: Adult Volunteer Development Dept, Girl Scouts, Washington, DC

Administrative Assistant: Adult Volunteer Development Department

Posted on: May 16, 2013
Posted by: Girl Scout Council of the Nation's Capital

DESCRIPTION

The Girl Scout Council of the Nation's Capital (GSCNC) is a leadership development organization for girls, with 90,000 girl and adult members: 64,827 girls (grades K-12) and 25,699 volunteer, adult and lifetime members. With the support of dedicated adult volunteers and parents, the generosity of corporations and foundations, and our popular Girl Scout Cookie program, Girl Scouting helps build girls of courage, confidence and character, who make the world a better place. We serve the Greater Washington Region, which includes the District of Columbia, eight counties in Maryland, ten counties in Virginia and seven counties in West Virginia. Girl Scouts was founded in 1912. For more information on how to join, volunteer, or donate to Girl Scouts, visit our website at www.gscnc.org.

JOB SUMMARY

Provides customer service to adult volunteers in the subject areas of recruitment, training and appreciation. Supports the work of the department through organizational and administrative tasks.

PRIMARY RESPONSBILITIES

• Receives telephone calls and emails and exercises strong customer service skills and professional judgment in responding to, or transferring, volunteer inquiries.
• Coordinates the marketing of training opportunities, by communicating directly with volunteer trainers and the Volunteer Development Specialists.
• Prepares and distributes materials to volunteer trainers in advance of their training sessions.
• Coordinates the loan process for all equipment such as easels, laptops and LCD projectors.
• Effectively manages Access and online databases for volunteer training records as well as for department reports.
• Efficiently prepares materials and makes all arrangements for meetings and special events as required.
• Maintains accurate files for both staff and volunteer use.
• Maintains the inventory of office equipment, supplies and training course materials and places orders, receives orders and verifies charges.
• Participates in a schedule to relieve the reception desk, to work on council-wide data entry projects, or to assist with other projects as needed.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

• High school diploma or GED plus two years responsible administrative experience or successful completion of business administration program and one year of reasonable administrative experience.
• Experience with Microsoft Office, including Microsoft Word, Excel and Access.
• Strong customer service skills; ability to work in a fast paced environment requiring extensive telephone and public contact.
• Ability to type 50-60 wpm using a personal computer.
• Excellent written, verbal and interpersonal communications skills.

HOW TO APPLY

Interested candidates should send cover letter and resume to:

Betsy West
Staff Recruiter
Girl Scout Council of the Nation's Capital
4301 Connecticut Ave, NW
Washington, DC 20008
OR
hrinfo@gscnc.org

An Equal Opportunity Employer.
http://www.gscnc.org/careeropportunities.html

Administrative Assistant, Center for Domestic Peace, San Rafael, CA

Administrative Assistant

Posted on: April 19, 2013
Posted by: Center for Domestic Peace

HOURS: Full-time, some evenings, occasional weekends
COMPENSATION: $15.63/hour or $32,510 annual (includes bilingual differential)
BENEFITS: 3 weeks vacation, medical and dental package
UNION: Yes
TRAINING RATE: A training rate of $2,500 to $5,000 less per annum may be offered for up to six months for applicants who do not meet the minimum requirements.

DESCRIPTION
CENTER FOR DOMESTIC PEACE is a non-profit organization, in existence now for 35 years, working at the county, state, and national level to end domestic violence. Center for Domestic Peace (C4DP) serves women, men, and youth who have been, and/or who are at risk of being, abused and or battered, or who have perpetrated, and/or who are at risk of perpetrating, abuse, bullying, and or battering. C4DP's programs helping children, teens, women, and men to live violence-free lives include: 24-hour hotlines; emergency shelters; transitional housing; support groups; legal advocacy; school programs; community prevention and education projects; professional continuing education programs; corporate, state, and nation-wide trainings; leadership development programs; and resource identification. 

RESPONSIBILITIES

• Be the primary point of contact and greet all participants, donors, tenants, public, and staff professionally; Provide support in-person, over the phone, and by email; 
• Provide office administrative support including copying, faxing, phone calls, message taking, processing mail, scheduling, ordering and maintaining inventory of office supplies;
• Assist with the planning, scheduling, logistics, catering, and materials preparation and designing for meetings, trainings, workshops, and any other events as requested;
• Coordinate conference room scheduling and assist with commercial tenants requests and follow-up, as directed by Operations and Facilities Manager;
• Document production assistance including but not limited to word processing, assembly, and placing orders with approved printers;
• Efficient coordination of administrative work to meet project schedules and deadlines;
• Update various employee schedules, as directed by Operations and Facilities Manager;
• Assist with projects as requested;
• General Admin support for C4DP programs as needed;
• Assist with receipt of donations.

REQUIREMENTS

• Fluent bilingual in English and Spanish; complete fluency in reading, writing, and speaking;
• Minimum of two years knowledge/experience in professional office administrative procedures;
• Excellent administrative and communications skills: with excellent communication skills in all these areas;
• Excellent computer/word processing skills, strong knowledge of MS Office Suite; 
• Knowledge of database use and management, including Microsoft Access and Excel; 
• Knowledge of phones, filing systems, office equipment, supply ordering and ability to perform tasks in a timely and consistent manner;
• Ability and desire to work as part of a team in a dynamic and fast-paced environment;
• Ability to organize, prioritize and work with diverse staff and service users;
• Resourceful, self-starting, self-motivated, able to manage multiple tasks simultaneously; ability to be flexible;
• Sensitivity and understanding of the issues of domestic violence & feminist principles;
• Valid driver's license and auto insurance; 
• Must be able to lift 30 lbs.

HOW TO APPLY

Email current resume with a cover letter to: modishoo@centerfordomesticpeace.org


No calls please.

Center for Domestic Peace is an equal opportunity and affirmative action employer.